Executive Specialist 1 job rotation for ODOC, BOPPPS or OCE employees only (Wilsonville)

State of Oregon•Wilsonville, OR

3d•$4,558 - $5,995•Onsite

About The Position

This position is a job rotation anticipated to last 12 months, though may be extended or decreased due to business need. This rotation is available for current regular status employees of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision with their current manager's approval. As the Executive Support Specialist 1 for Security, you will provide high-level administrative and confidential support to the Assistant Superintendent of Security, helping ensure the effective management and operation of the facility’s Security section. This position serves as a key administrative resource and works with a high degree of independence, judgment, discretion, and attention to detail in a fast-paced correctional environment. In this role, you will coordinate and prioritize a wide variety of administrative activities to support the smooth and efficient flow of Security operations. You will manage competing priorities, ensure assignments and time-sensitive tasks are completed accurately and on schedule, and help facilitate communication and coordination between Security, other sections within the facility, agency partners, and external stakeholders. You will regularly handle sensitive and confidential information and will be expected to exercise sound judgment when determining priorities, responding to requests, and addressing issues on behalf of Security leadership. The position actively participates in department management team meetings and assists with coordinating information, tracking assignments, preparing correspondence and documentation, and ensuring appropriate follow-through on management priorities. A successful candidate will also be responsible for interpreting, applying, and communicating requirements established through Oregon Department of Corrections (DOC) and Department of Administrative Services (DAS) policies and procedures, facility Post Orders, collective bargaining agreements, and other applicable guidance. This position generally works independently with little or no direct supervision and requires someone who is organized, adaptable, professional, and comfortable taking initiative while supporting the operational needs of a correctional facility. If you are someone who thrives in a dynamic environment, can effectively manage multiple priorities, values confidentiality and professionalism, and enjoys being an integral part of a leadership team, we encourage you to apply. This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Requirements

Three (3) years of clerical/secretarial experience which included: One (1) year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
No substitution will be made for the one year at the full performance level.
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
Must complete an I-9 and confirm authorization to work in the United States within three days of hire.

Nice To Haves

Experience providing administrative support to executives, managers, or organizational leadership.
Experience handling confidential or sensitive information with discretion and professionalism.
Experience independently prioritizing multiple assignments and competing deadlines.
Experience using independent judgment to resolve administrative issues with limited supervision.
Experience preparing, reviewing, and editing professional correspondence, reports, and other business documents.
Experience with the recruitment and onboarding of new employees to include tracking and communication.
Advanced Microsoft Office (Word, Excel, Power Point, Visio, Outlook, etc.).

Responsibilities

Provide high-level administrative and confidential support to the Assistant Superintendent of Security.
Ensure the effective management and operation of the facility’s Security section.
Coordinate and prioritize a wide variety of administrative activities to support the smooth and efficient flow of Security operations.
Manage competing priorities, ensure assignments and time-sensitive tasks are completed accurately and on schedule.
Facilitate communication and coordination between Security, other sections within the facility, agency partners, and external stakeholders.
Handle sensitive and confidential information and exercise sound judgment when determining priorities, responding to requests, and addressing issues on behalf of Security leadership.
Actively participate in department management team meetings.
Assist with coordinating information, tracking assignments, preparing correspondence and documentation, and ensuring appropriate follow-through on management priorities.
Interpret, apply, and communicate requirements established through Oregon Department of Corrections (DOC) and Department of Administrative Services (DAS) policies and procedures, facility Post Orders, collective bargaining agreements, and other applicable guidance.